Guidelines for Non-Tenure Track Searches

Bates supports faculty scholarship in many ways, including sabbatical, pre-tenure and other leaves. This support places a high priority on recruiting replacements faculty members who are excellent teachers and who bring diverse perspectives to the college. All departments and programs should 1) search for faculty who will enhance their academic program’s excellence and diversity; 2) hire candidates who will assist students with learning in the discipline or program and with majors, minors, GECs and other general education requirements; 3) ask replacement faculty to teach courses already listed in the college catalog, especially during fall semester.

When recruiting for positions in which non-tenure-track faculty members will teach for one year, searches may be more focused than those for tenure-track faculty and generally fall into two categories: Internal and Informal Searches or Broad Searches. The Dean of the Faculty may ask that some searches for non-tenure-track positions of more than one year follow the Guidelines for Tenure-Track Searches.

Internal and Informal Searches
Internal and informal searches pertain to the hiring of instructors familiar to the department or program either through ongoing or recent history of employment with the college and where advertising, interviewing, and vetting is deemed unnecessary.

With approval from an Associate Dean of the Faculty, departments and programs may rehire those who have taught successfully at Bates, forego bringing a candidate to campus, or hire through an informal network if departments or programs have sufficient evidence of the candidate’s abilities. Evidence of ability might include personal knowledge of a candidate’s teaching or a strong dossier or strong recommendations from trusted colleagues accompanied by a remote interview. Candidates who visit campus are interviewed by members of appropriate departments and programs as well as the Associate dean of the Faculty.

For an internal or informal search, the chair completes the Waiver of Search Form . The form asks for information about the candidate, a description of the position, including the qualifications necessary for the position, and criteria for selecting candidates for the position. The Associate Dean offers the position and negotiates the contract.

Broad Searches
Broad searches pertain to the hiring of instructors when no informal network or pool of candidates is available and the department or program must advertise, interview, and select a candidate more actively.

Departments and programs may conduct a local, state-wide, regional or national search, use local, regional or national-level advertising, interview candidates remotely or at professional meetings, and bring candidates to campus for formal interviews.

Search Committee
The search committee may be the entire department or program or a subset of the department or program; the chair of the search committee may be the chair or another member of the department or program. Committees for searches for positions of one or two years need not include faculty outside the department or program but the search committee must consult with and involve departments or programs whose majors, minors and GECs are affected.

Meeting with Chief Diversity Officer
Generally, broad, three-year, non-tenure track replacement searches follow the same active and inclusive search process elaborated for tenure-track searches (see Guidelines to Tenure-Track Searches). Hence, after approval has been given by the Academic Affairs Council for a broad, three-year, non-tenure track replacement search, please arrange a meeting with the Vice President for Equity and Inclusion to discuss the active and inclusive search planning process.

Listing a Position
For all broad, non-tenure track searches, including one-year replacements, the chair of the search committee completes the Faculty Search and Recruitment Form so that the college may track the search process and insure that the position is correctly advertised. The Vice President for Equity and Inclusion, Associate Dean, and office staff receive this material for a final approval and posting.

Retrieving Applicant Dossiers
All applicants submit their materials electronically to Interfolio. Candidate materials for a search are available to all members of the appropriate search committee, the Vice President for Equity and Inclusion and appropriate staff, the Dean of Faculty and appropriate staff.

Selecting Finalists
For all broad, non-tenure track searches, including one-year replacements, after the search committee examines dossiers, it conducts any initial interviews with candidates remotely or at a conference, discusses the results, and selects finalists. The following steps are then taken:

1) The chair of the search committee submits information about finalists on the Candidate Selection Form. The form calls for a brief description of the process that was used to select candidates along with a short list of finalists in preferential order and the rationale for their selection. 2) The Associate Dean and Vice President for Equity and Inclusion review the list and discuss with the chair of the search committee any reservations about the list. 3) The Dean of the Faculty’s staff conveys to the chair of the search committee the final approval of candidates and permission to invite candidates to campus.

Scheduling On-Campus Interviews
A. For searches for one-year positions, the Dean of the Faculty’s office recommends that search committees invite to campus the candidate that the committee considers the best fit for Bates. If, after the interview, the search committee decides that the candidate does not seem a good fit, a second candidate and occasionally a third may be invited with the approval of the Associate Dean. Normally candidates are invited for two days and offer formal classes, colloquia, and/or lectures along with personal interviews.

B. The chair of the search committee, with support of the AAA, schedules meetings with a) members of the search committee, b) faculty in related/interested fields and from underrepresented groups; c) students; e) Associate Dean of the Faculty; f) Director, Harward Center for Community Partnerships; g) AIs or other appropriate staff.

On-Campus Interviews
Chairs of the search committee should remind colleagues that the campus visit is a process of mutual exploration. Candidates are interviewing the faculty at the same time that the faculty members are interviewing the candidate. Allow each candidate free time to look around the campus and the local area. Consider including an Admission tour.

Assistance from the AAA
1) The AAA reserves time-slots for each candidate with the Associate Dean of the Faculty.  2) The AAA works with the chair of the search committee to schedule travel and accommodations, preferably at the Dunn House (contact Michelle Lewis). 3) The AAA is responsible for communicating travel and accommodation information to the search committee via email. 4) The AAA schedules interviews and sends the interview schedule to those on the schedule. 5) For each candidate, the AAA prepares a folder that includes a schedule, campus map, and information about the college and the Lewiston-Auburn community. 6) The AAA announces the public presentations to the college community. 7) The AAA calls the Dean of the Faculty’s office for billing numbers and submits receipts for expenses.

Expenses for Recruitment
Expenses for recruiting, including faculty and staff time, need to be managed carefully. Entertainment at dinners off campus will be reimbursed up to $200 per candidate, upon presentation of receipts. Meals taken in Commons or catered by Bates dining may be charged to the Dean of the Faculty’s recruitment budget, using the search’s R number. Charges over $200 per candidate will be billed to the department/program’s budget.

Deliberations and Communication
The search committee requests and considers feedback from all parties, including the entire search committee, students, and appropriate staff, then makes a recommendation to the Associate Dean. Neither the search committee nor faculty colleagues are to communicate recommendations to candidates. The Associate Dean communicates any reservations to the chair of the search committee.

Offers and Negotiations
The Associate Dean offers the position to the candidate, and negotiates and issues a contract contingent on the successful completion of a background check.

Informing Other Candidates
After a candidate receives a formal contract, the chair of the search committee should telephone any other candidates who have visited to thank them for their interest in Bates and let them know that an offer has been made. After receipt of the signed contract, the chair of the search committee works with Academic Services on wording of a message to other candidates.

Final Records
All copies of candidates’ dossiers must be shredded per federal statutes. The college keeps records about searches that are helpful to the college and appropriate to federal guidelines. Within two weeks of the end of any broad, non-tenured track search including one-year replacements, the chair of the search committee completes and sends a form with information about the search to the Vice President for Equity and Inclusion and office staff listed on the form. Forms are available from Kelly Stone at